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When I Work for RUN Powered by ADP® Integration

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Overview

The When I Work for RUN Powered by ADP® connector enables you to send pay period hours from When I Work right to ADP before you close the pay period. This article provides details around the requirements to implement the connector as well as setup instructions for matching employee and position information between ADP and When I Work.

Requirements

Read through this list to ensure that your organization meets all of the requirements.

  • Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations.

  • The email you use to purchase the When I Work for RUN Powered by ADP® connector MUST be the same email you use for When I Work.
  • You must be a Manager or Account Holder to set up the When I Work for RUN Powered by ADP® integration.
  • You cannot use ADP’s time and attendance product or another third-party time and attendance module.
  • You cannot have automatic payroll processing via ADP RUN and Done configured for your account.
  • Multi Client Access (MCA) organizations cannot purchase with their MCA account. They need to purchase the application with a practitioner account from each When I Work for RUN Powered by ADP® instance.
  • Multiple When I Work accounts cannot be synced to one ADP account.
  • Pay periods must be an exact match.
  • Multiple pay period lengths are not supported.
  • When I Work only sends weekly, bi-weekly, bi-monthly, and monthly pay period frequencies.

Considerations

Employee and position matching

There are three methods to match employees and positions between ADP and When I Work:

  • New employees and positions must be added from the integrations configuration screen. They are not automatically added to When I Work. Check out retrieve and match steps.
  • Employee names and position titles are automatically pre-matched from ADP to When I Work when there is an exact match of the following information:
    • First name
    • Last name
    • Email address
  • Employees or positions that exist in ADP and When I Work that are not pre-matched can be matched manually in When I Work.
Warning

You need to save all matching updates each time changes are made or they will be lost.

Employee and position data sent to When I Work

When I Work checks for updates to existing matched employees and positions on a regular basis. However, new employees or positions added to ADP are not automatically added to When I Work. The Account Holder needs to retrieve the data from ADP or manually match employees or positions from the When I Work for RUN Powered by ADP® configuration page in When I Work.

The following data is retrieved from ADP to When I Work:

  • First name
  • Last name
  • Email address (personal)
  • Phone number (mobile)
  • Wage rate (first department rate)

Pay period data sent to ADP

The following pay period data is sent from When I Work to ADP:

  • Regular hours
  • Overtime hours
  • Double Overtime hours
  • PTO:
    • Paid time off hours (Vacation)
    • (Paid) sick hours
    • Holiday hours

NOTE: ADP supports a Personal Time category that When I Work does not.

Set Up

Overtime and PTO need to be set up in ADP ahead of time for the data transfer to work correctly.

Set up the When I Work for RUN Powered by ADP® integration

Use the following procedure to complete the When I Work for RUN Powered by ADP® integration set up:

  1. Hover over Gear, then select Integrations Integrations.

  2. Click See All Integrations, then click Learn More in the Run Powered by ADP tile.
    Learn more about ADP RUN
  3. Click Enable. You are directed toward the ADP marketplace page for the When I Work for RUN Powered by ADP® Connector.
    Enable ADP RUN
  4. Purchase the Connector on the ADP marketplace.
    Note: The Connector fee is charged directly by ADP.
  5. Consent to the legal prompts confirming you agree to the exchange of information between ADP and When I Work, then you are directed back to When I Work.
  6. Retrieve and match employees and positions between When I Work and ADP.

Retrieve and match

The integration supports retrieving employees and positions from ADP to When I Work.

Sync Frequency

You need to complete this process each time you add new employees or positions to ADP.

Warning

You need to save all matching updates each time changes are made or they will be lost.

Retrieve and match employees

Use the following process to retrieve employees from ADP to When I Work:

  1. Hover over Gear, then select Integrations Integrations.

  2. Click Manage in the Run Powered by ADP tile.
    Manage adp run integration
  3. Click Sync From ADP to retrieve employee information.
    Sync from adp button
  4. Click the Employees tab.
    ADP employees tab
  5. Verify all of your employee matches are correct.
    Unmatched employees appear in the ¹Unmatched Users section, while employees that matched appear in the ²Matched Users section.
    Matched and unmatched users You can choose to Compare When I Work to ADP or Compare ADP to When I Work to verify employee matches.
    Compare to when i work or adp NOTE: Any unmatched employees need to be matched manually.
  6. Click Save to complete the configuration.
    Save adp configuration

Retrieve and match positions

Use the following process to retrieve positions from ADP to When I Work:

  1. Hover over Gear, then select Integrations Integrations.

  2. Click Manage in the Run Powered by ADP tile.
    Manage adp run integration
  3. Click Sync From ADP to retrieve position information.
    Sync from adp button
  4. Click the Positions tab.
    ADP positions tab
  5. Verify all of your position matches are correct.
    Unmatched positions appear in the ¹Unmatched Positions section, while positions that matched appear in the ²Matched Positions section.
    Matched and unmatched positionsYou can choose to Compare When I Work to ADP or Compare ADP to When I Work to verify position matches.
    Compare to when i work or adpNOTE: Any unmatched positions need to be matched manually.
  6. For any unmatched positions, use the drop down next to the position to select a position (or positions) to match.
    Positions drop down menu

    Select Add to When I Work to add the ADP position to When I Work. Select Ignore if you do not want to match the ADP position to When I Work.

  7. Click Save to complete the configuration.
    Save adp configuration

Import hours worked to When I Work for RUN Powered by ADP®

After you have successfully completed a payroll export to ADP for a pay period, import the hours into ADP. For more information, see Close and Export Pay Period Hours.

Ensure there is no pre-existing payroll in the pay period you are importing or errors will occur.

  1. Log in to ADP.
  2. Click Time Sheet Import.
    Time sheet import
  3. The number of hours displayed in When I Work now displays in ADP.
    Hours display
  4. Click Accept Import Only if this is all the data you want to import -OR-
    Click Combine Payroll and Import if you have other, separately entered payroll data.
    Import options
  5. Click Approve to complete the import.

    Clicking Approve does not run payroll. Modifications to imported hours are still possible. You still need to complete the process to run payroll after you click Approve.


    Approve button

Frequently asked questions

What information is not synced?

  • Wage rates: Pay rates are calculated in ADP.
  • Schedules: There is no equivalent in ADP.
  • Hours for salaried workers.
  • Contractor hours are not synced.
Updated on August 31, 2020

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